Photocopying and Digitizing Materials

Duplicating Materials

The Digital Library and Archives preserves and makes accessible all of its collections, including materials from the Rare Book collection, University Archives, manuscript collections, and historical maps and photographs. While some materials cannot be duplicated because of their fragility (which is determined by the department staff) or donor restrictions, most of the materials may be copied.

Photocopying (download form)

All materials to be photocopied must be presented to Special Collections Reading Room staff. Some books and vertical files from the Rare Book Room may be photocopied by the patron on the library's photocopy machine. All other materials must be photocopied or duplicated by department staff. Staff reserve the right to refuse to provide copies. Staff is responsible for ascertaining possible restrictions made by the donor, especially for manuscript materials (based on information in guide or control folder). Photocopy orders are not to exceed fifty pages.

Self-service copies cost $ .10 per page. Rare and fragile materials are photocopied by staff at a cost of $ .25 per page. For color or oversize items requiring special arrangements, there is a $1.00 per item charge in addition to the cost of the copies. Since large orders usually cannot be filled immediately, please arrange with the reading room staff for a pick-up or mailing date. Please include $2.33 for mailing costs. Destinations outside of the United States may include an additional charge, depending on mail rates.

All duplications must be paid for when they are made if the researcher makes the copies. If copied by staff, duplications are paid for before they are made, given, or mailed to the requester. Each order may be filled immediately or may have up to a two-week turnaround time, depending on its size and staff availability. Patrons will be notified if more time is needed to fill an especially large order. Payment may be made by check, payable to "Treasurer, Virginia Tech" or by cash. (Give these checks and cash payments to the DLA Assistant who will regularly give them to the appropriate person in Photocopy Services.)

Our duplication policies are developed to both meet patron needs for duplicating non-circulating materials, as well as ensure the long-term preservation of the materials. Prices are subject to change without notice.

Image/Document Reproduction

All image and document reproductions are handled by Virginia Tech's Digital Imaging Center.

Interlibrary Loan

Special Collection's lends some materials requested through Interlibrary Loan Services. DLA staff will determine the condition and nature of the materials and if they are are brittle or may otherwise be damaged by handling, or if they are rare or valuable, they may be copied by Special Collections staff at no charge for interlibrary loan.

Conditions Governing Use of Special Collections Materials

Copyright Restrictions

The copyright law of the United States (Title 17, U.S. Code) governs the making of photocopies and other reproductions of copyrighted material. Libraries and archives are authorized to furnish reproductions upon request for specified purposes, including private study, scholarship, and research; publication; and public exhibition. This institution reserves the right to refuse to accept an order if, in its judgment, fulfillment of that order would involve violation of copyright law. Copyright from VT's University Libraries

Publication or Public Exhibition Use (download form)

Permission to use department materials for publication or public exhibition must be obtained in writing from the Digital Library and Archives and the copyright holder. Please complete and submit this application [Digital Imaging Order Form]. Indicate which items you are seeking to publish or exhibit and where you wish to publish or exhibit them. DLA would appreciate receiving copies of any publications using items from its collections. Use of any archival copies must be only for the purpose stated. If you later wish to make a different or additional use of department material (particularly if you will be publishing or exhibiting them), you will need to contact DLA for permission for subsequent uses.

Use of the following credit line for publication or exhibit is required:

[Title of collection, (control number)], Digital Library and Archives, University Libraries, Virginia Polytechnic Institute and State University [URL, if applicable].

There are two addresses for the Digital Library and Archives, depending on the mail carrier service.

If you are sending a letter via the US Post Office, the address is:

Digital Library and Archives
University Libraries
P.O. Box 90001
Blacksburg, VA 24062-9001

If you are sending a package via U.P.S. or other carrier, the address is:

Digital Library and Archives
Newman Library
1 Kent St.
Virginia Tech
Blacksburg, VA 24061-0434

Other information:

Telephone: (540) 231-6308
FAX: (540) 231-9263

If you have questions about the Digital Library and Archives, including Special Collections, please contact:

Gail McMillan
Director, Digital Library and Archives
University Libraries, Virginia Tech
e-mail: gailmac@vt.edu